Subscriptions Paid by Flexible Payments

The Glofox Team

January 07, 2021 15:48

This article will take you through;

What are Subscriptions Paid by Flexible Payments?
How do Subscriptions Paid by Flexible Payments work?
Next steps and additional support

What are Subscriptions Paid by Flexible Payments?

Subscriptions Paid by Flexible Payments are a payment facility within Glofox that enables you to accept payments for clients who prefer to pay for their membership manually each cycle.

Instead of having their card or direct debit details saved for automatic, recurring payments, some of your clients may prefer to make payments for their membership manually, at the end of each billing cycle. Glofox facilitates this for a number of manual payment options at the checkout. This includes cash, bank transfer, account balance, direct debit, and card.

Clients can also pay by card and your staff can select an option at checkout so that their card details are saved to their member profile but are not used by default for automatic, recurring payments in the future. This means that the client will have to come to your gym/studio at the end of each payment cycle to complete the payment manually.

When a client's next payment is due, an unpaid invoice will appear on the 'Transactions' tab of their member profile in Glofox and they will be able to make a payment.

If the payment due date occurs and the client has not yet made a payment, they will automatically be locked out of access to your gym's services and can only regain access when payment has been made.

The ability to process subscriptions paid by flexible payments also means that customers in markets with no payment providers linked you now have the ability to set up recurring subscriptions.

Please note;

Flexible Payments are restricted to be used by staff only. In order to make a payment using Subscriptions Paid by Flexible Payments, payment must be made by the client, with one of your staff members, physically, at your gym or studio. Flexible payment options will not be available in the member app
Flexible Payments options can only be accepted for Unlimited Memberships, they cannot be accepted for Restricted Memberships at present
Flexible Payment options cannot be accepted for Consecutive Memberships at present
Currently, there is no grace period allowed. If a client doesn’t pay on time, their accounts will be locked
During checkout, if you select the option to "Use for future payment on this membership" while completing a card or direct debit payment, it will treat the purchase as a regular subscription and auto charge the client each payment cycle

How do Subscriptions Paid by Flexible Payments work?

Your staff can accept payments for a membership using Flexible Payment options at any time from the Glofox dashboard. We've included details for each payment option to help make this easier for you.

Using Flexible Payment Options in the Membership Tab

Below are the steps required to process a complimentary membership as well as steps for accepting payments by cash, bank transfer, account balance, direct debit, card, and SCA card from the Membership Tab of an individual client's profile.

Purchasing a Complimentary Membership

Sometimes you may wish to provide a Complimentary Membership to a client. The below steps will walk you through how to do this using a flexible payment option.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Membership' tab
From the 'Membership' tab click 'Add membership'
Select the membership you wish to process for your client by clicking the 'Purchase' button beside it and it will be added to the cart
From the cart, you can select the 'Payment Method'
Select 'Complimentary'
Select 'Proceed with Transaction' and the Membership will be processed as complimentary

Purchasing a Membership by Cash

If you have a client who wishes to pay for a membership by Cash, your staff can process the payment by following the below steps.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Membership' tab
From the 'Membership' tab click 'Add membership'
Select the membership you wish to process for your client by clicking the 'Purchase' button beside it and it will be added to the cart
From the cart, you can select the 'Payment Method'
Select 'Cash'
Select 'Proceed with Transaction' and the Membership will be processed as paid by cash

Purchasing a Membership by Bank Transfer

If you have a client who wishes to pay for a membership by Bank Transfer, your staff can process the payment by following the below steps. Your staff should ensure that the bank transfer has been successfully received by your business before doing so.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Membership' tab
From the 'Membership' tab click 'Add membership'
Select the membership you wish to process for your client by clicking the 'Purchase' button beside it and it will be added to the cart
From the cart, you can select the 'Payment Method'
Select 'Bank Transfer'
Select 'Proceed with Transaction' and the Membership will be processed as paid by bank transfer

Purchasing a Membership by Account Balance

If you have a client who wishes to pay for a membership by Account Balance, your staff can process the payment by following the below steps. You should first ensure that the client has enough credit in their account balance to cover the cost of the purchase.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Membership' tab
From the 'Membership' tab click 'Add membership'
Select the membership you wish to process for your client by clicking the 'Purchase' button beside it and it will be added to the cart
From the cart, you can select the 'Payment Method'
Select 'Account Balance'
Select 'Proceed with Transaction' and the Membership will be processed as paid by account balance

Purchasing a Membership by Direct Debit

If you have a client who wishes to pay for a membership by Direct Debit, your staff can process the payment by following the below steps. The payment will appear as 'PENDING' in the 'Transactions' tab of the client's profile until it is approved by their bank.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Membership' tab
From the 'Membership' tab click 'Add membership'
Select the membership you wish to process for your client by clicking the 'Purchase' button beside it and it will be added to the cart
From the cart, you can select the 'Payment Method'
Select 'Direct Debit'
Enter the client's direct debit details into the pop-up screen that appears and then click 'Save Direct Debit'
Ensure that the box labeled 'Use for future payment on this membership' is unticked
Select 'Proceed with Transaction' and the Membership will be processed as 'PENDING' approval from the client's bank

Purchasing a Membership by Card

If you have a client who wishes to pay for a membership by credit or debit Card, your staff can process the payment by following the below steps.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Membership' tab
From the 'Membership' tab click 'Add membership'
Select the membership you wish to process for your client by clicking the 'Purchase' button beside it and it will be added to the cart
From the cart, you can select the 'Payment Method'
Select 'Card'
Enter the client's card details into the pop-up screen that appears and then click 'Save Card'
Ensure that the box labeled 'Use for future payment on this membership' is unticked
Select 'Proceed with Transaction' and the Membership will be processed as paid by card

Purchasing a Membership by SCA Card

If you have a client who wishes to pay for a membership by credit or debit SCA (Strong Customer Authentication) Card, your staff can process the payment by following the below steps. The client will need to approve the payment via email verification once your staff has processed their card details. Once they approve the payment, it will be processed successfully.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Membership' tab
From the 'Membership' tab click 'Add membership'
Select the membership you wish to process for your client by clicking the 'Purchase' button beside it and it will be added to the cart
From the cart, you can select the 'Payment Method'
Select 'Card'
Enter the client's card details into the pop-up screen that appears and then click 'Save Card'
Ensure that the box labelled 'Use for future payment on this membership' is unticked
Select 'Proceed with Transaction' and the Membership will be processed as 'Client Confirmation Required' in the 'Transactions' tab of their client profile

In order to complete the SCA card verification process and finalize payment, you should follow the below steps with your client.

Ask your client to log in to the email associated with their client profile
Your client should have received a payment authorization email. They will need to open the email and click 'Authorize Payment'
Your client will then be redirected to an authorization page and a popup will be displayed. They will need to click 'Complete Authentication'
Once they have completed the above steps you should refresh the web page where you have their client profile open
Click the 'Transactions' tab in their client profile to view confirmation that the payment has been processed as paid by card

Using Flexible Payments Options in the Transactions Tab

Below are the steps required to process an unpaid invoice for a client from the 'Transactions' tab on their client profile using Flexible Payment options. This includes steps for accepting payments for an unpaid invoice by cash, bank transfer, account balance, direct debit, card, and SCA card from the Transactions Tab of an individual client's profile.

Processing an Unpaid Invoice by Cash

If you have a client who wishes to pay for an unpaid invoice by Cash, your staff can process the payment by following the below steps.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Transactions' tab
Beside the unpaid invoice, click the 'Actions' button
Click 'Pay'
Under 'Payment Method', select 'Cash' from the list of options
Click the 'Pay' button and the unpaid invoice will be processed as paid by cash

Processing an Unpaid Invoice by Bank Transfer

If you have a client who wishes to pay for an unpaid invoice by Bank Transfer, your staff can process the payment by following the below steps. Your staff should ensure that the bank transfer has been successfully received by your business before doing so.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Transactions' tab
Beside the unpaid invoice, click the 'Actions' button
Click 'Pay'
Under 'Payment Method', select 'Bank Transfer' from the list of options
Click the 'Pay' button and the unpaid invoice will be processed as paid by bank transfer

Processing an Unpaid Invoice by Account Balance

If you have a client who wishes to pay for an unpaid invoice by Account Balance, your staff can process the payment by following the below steps. You should first ensure that the client has enough credit in their account balance to cover the cost of the purchase.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Transactions' tab
Beside the unpaid invoice, click the 'Actions' button
Click 'Pay'
Under 'Payment Method', select 'Account Balance' from the list of options
Click the 'Pay' button and the unpaid invoice will be processed as paid by account balance

Processing an Unpaid Invoice by Direct Debit

If you have a client who wishes to pay for an unpaid invoice by Direct Debit, your staff can process the payment by following the below steps. The payment will appear as 'PENDING' in the 'Transaction' tab of the client's profile until it is approved by their bank.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Transactions' tab
Beside the unpaid invoice, click the 'Actions' button
Click 'Pay'
Under 'Payment Method', select 'Direct Debit' from the list of options
Enter the client's direct debit details into the pop-up screen that appears and then click 'Save Direct Debit'
Click the 'Pay' button and the unpaid invoice will be processed as paid by direct debit

Processing an Unpaid Invoice by Card

If you have a client who wishes to pay for an unpaid invoice by Card, your staff can process the payment by following the below steps.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Transactions' tab
Beside the unpaid invoice, click the 'Actions' button
Click 'Pay'
Under 'Payment Method', select 'Card' from the list of options
Enter the client's card details into the pop-up screen that appears and then click 'Save Card'
Click the 'Pay' button and the unpaid invoice will be processed as paid by card

Processing an Unpaid Invoice by SCA Card

If you have a client who wishes to pay for an unpaid invoice by credit or debit SCA (Strong Customer Authentication) Card, your staff can process the payment by following the below steps. The client will need to approve the payment via email verification once your staff has processed their card details. Once they approve the payment, it will be processed successfully.

From the Glofox dashboard homepage, select 'MANAGE'.
Then, click the 'Clients' tab
Use the 'Search Clients' search bar or scroll through the client list to search for the client you would like to process a payment for
Once you've located the client that you're looking for, click on their name to open their profile
Click the 'Transactions' tab
Beside the unpaid invoice, click the 'Actions' button
Click 'Pay'
Under 'Payment Method', select 'Card' from the list of options
Enter the client's card details into the pop-up screen that appears and then click 'Save Card'
Click the 'Pay' button and the unpaid invoice will be processed as 'Client Confirmation Required' in the 'Transactions' tab of their client profile

In order to complete the SCA card verification process and finalize payment, you should follow the below steps with your client.

Ask your client to log in to the email associated with their client profile
Your client should have received a payment authorization email. They will need to open the email and click 'Authorize Payment'
Your client will then be redirected to an authorization page and a popup will be displayed. They will need to click 'Complete Authentication'
Once they have completed the above steps you should refresh the web page where you have their client profile open
Click the 'Transactions' tab in their client profile to view confirmation that the unpaid invoice payment has been processed as paid by card

Using the Money Owed Report with Flexible Payments

If you are on Glofox Platinum, you will have access to the Money Owed Report.

Clients using flexible payments who have unpaid invoices will appear in this report with the amount they owe. This gives an overview on all payments needed to be collected.

Please note: This report is for studios on Glofox Platinum only, for more information or to upgrade reach out to us at customersucces@glofox.com

Next steps and additional support

We've included more resources below to help you manage payments with ease in Glofox.How to Use the 'Transactions' tab

For any further support on Subscriptions Paid by Flexible Payments, reach out to support@glofox.com and we will be happy to assist you.